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Accessioning Archivist, New York University Libraries


Position Summary:

New York University Libraries seek a creative and forward-thinking individual to oversee its accessioning program, and to work as part of a team to provide access and facilitate discovery of archival and special collections in support of research, teaching, and learning in the library.  The position is based in the Archival Collections Management Department (ACM) of Knowledge Access and Resource Management Services (KARMS). Reporting to the Head of ACM and in close collaboration with Librarian for Archival Arrangement and Description, this position will play a leadership role in the newly formed ACM department, a unified technical services department supporting NYUs three archival repositories: Fales Library, Tamiment Library and Wagner Labor Archives, and New York University Archives.


The position will help to reshape the way NYU Special Collections acquires and intakes collections, increasing accessibility for scholars, faculty and donors to collections across NYU archival repositories.  The incumbent will facilitate the transfer of new collections and work closely with Curators to record appraisal decisions and information about provenance, original order, or context of creation gained during communications with the donor. The Accessioning Archivist will create or oversee creation of initial collection level description for all holdings, ensuring responsible administrative and physical control and basic intellectual access for all material at time of accession, and providing the infrastructure upon which any future archival work will be built. The position will also play a leadership role in the Special Collections descriptive program, contributing to policies and workflows for productive and efficient processes and ensuring a user-centered, access-driven approach in all work.


Under the general supervision of the Head of Archival Collections Management, the successful candidate will:

Oversee accessioning program, including establishing basic physical and intellectual control over all incoming archival collections, rights assessment, and follow-up communication with donors or curators. Develop accessioning program goals, metrics to evaluate work, and compiles statistics and reports. Maintain documentation of accessioning and location management procedures and processes; maintain master accession records. Supervise professional and student staff in accessioning functions; identify and prioritize assignments to ensure deadlines are met; review work for accuracy.

Create or oversee creation of accession records and initial descriptive information for all incoming collections, in a timely manner and according to archival standards, in the collections management database (Archivists’ Toolkit/Archives Space), publish EAD encoded finding aids on the web. 

Arrange for intake of new collections, which may include working with Curators or donors, and field work such as surveying, packing, and transporting materials. Work closely with Curators in the assessment and appraisal of collection materials during the accessioning process, transfer of knowledge about collections gained by Curators in their communications with donors, and in developing processing priorities for newly accessioned collections.

Collaborate with Digital Archivist to develop and maintain tracking tools for accessioning born-digital materials, and in the ongoing administration of and workflow for imaging and ingest of born-digital.

Collaborate with colleagues in Preservation Department to ensure proper handling and housing for collections, the integration of preservation assessment practice within the accessioning program, and identification of preservation priorities for materials in all formats during accessioning work. Manage location and storage of collections, including maintaining locations data, assessing and planning for storage needs for new collections.

Functions as the ACM administrator for the collections management database (Archivists’ Toolkit/ Archives Space). Provides training and support, maintains documentation and procedures for its use.

As a member of the senior staff and in close collaboration with the Head of ACM and the Librarian for Archival Arrangement & Description, assist in implementing professional standards and best practices, and setting priorities for collection management, processing, description, and discovery. Collaborate with Curators and Special Collections Public Services colleagues to ensure that descriptive tools are responsive to research needs and priorities.  Participate in general planning and policy development in the support of ACM strategic directions.

Contributes to reference services by providing reference assistance in person and remotely; serves on library-wide committees as necessary. Actively contribute to the profession through professional service, research and publication.



Master's degree in Library & Information Science from an ALA accredited institution, or in Archival Studies.  Additional Master's in a discipline related to NYU Special Collections collecting areas, preferred.

Three to five years of professional experience in archival accessioning, arrangement and description, preferably in an academic or research library.  At least 2 years successful supervisory experience required. Experience providing reference to archival and special collections users is highly desirable.

Demonstrated expertise in archival theory and practice, especially accessioning, processing and description, including minimal and basic processing strategies. Familiarity with current approaches to accessioning and description of born-digital holdings, preferred. Demonstrated ability to supportively and efficiently supervise professional staff, students, and interns in archival work, set goals and develop metrics to ensure goals are met.


Demonstrated knowledge of current national data content and structure standards related to the archival control of collection materials.  Demonstrated mastery in the use and application of DACS, EAD, MARC, LCSH, LCNA, AACR2, and other library and archival descriptive and content standards. Experience with and solid understanding of XML schemas and the use of XML editors, facility in the manipulation of metadata across systems and platforms. Expert experience in the use, maintenance, and support of automated archival collections management systems (Archivist’s Toolkit or Archives Space), ability to train others in all aspects of collection management system use.

Knowledge of basic preservation and conservation issues as they relate to archival collections. Knowledge of rights administration and management issues for archival collections.


Superior written and verbal communication skills; excellent interpersonal skills, demonstrated ability to work collegially within and across organizations; great attention to detail; demonstrated ability to manage time and tasks and complete projects in a timely manner. Flexibility and the capacity to thrive in a rapidly changing environment. 


New York University Libraries:

Libraries at New York University serve the school’s 40,000 students and faculty and contain more than 5 million volumes. The Libraries supports NYU’s vision to become the first true Global Network University by collaborating and providing services to our 11 global academic centers and our first “portal campus”, in NYU Abu Dhabi. New York University Libraries is a member of the Association of Research Libraries, the OCLC Research Library Partnership, and the Digital Library Federation. The Libraries participates in a variety of consortia and collaborates closely with the New-York Historical Society and the Brooklyn Historical Society. For the NYU Libraries Mission and Strategic Plan go to

Knowledge Access and Resource Management Services facilitates the teaching, learning, and research endeavors of the Libraries’ user communities through processes and services in program areas that include library acquisitions, serials and electronic resource management, knowledge access design and development, archival collections management, and metadata production and management. In collaboration with our colleagues in Collections and Research Services, Public Services, Libraries IT Services, and Digital Library Technology Services, KARMS has primary leadership responsibility for knowledge access via the Libraries’ dynamic, integrated discovery and access systems. In addition to serving NYU’s central libraries, institute libraries, and global sites, KARMS provides selected services to



Attractive benefits package including tuition remission and generous paid time off. Salary commensurate with experience and background.


To Apply:

To ensure consideration, complete an online application on NYU’s website using this link:

Applicant review will begin on March 30, 2015; search will remain open until filled.


NYU’s Division of Libraries embraces diversity and is committed to attracting qualified candidates who also embrace and value diversity and inclusivity.

NYU is an Equal Opportunity/Affirmative Action Employer.





Enrique Yanez

Assistant Dean for Human Resources

NYU, Division of Libraries

70 Washington Sq. S. 11th Fl

New York, NY 10012

Voice: (212) 998-2616   Fax: (212) 995-4070

Wiki Site: Library HR Wiki (internal)

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